Privacy Policy

This Privacy Policy explains how OfficeStaff AI Pty Ltd (ABN 12 695 104 155) ("OfficeStaff.ai", "we", "us" or "our") handles personal information. It applies to our websites and to all of our services, including reviews, Google profile work, websites, messaging and the AI Receptionist (the "Services"). We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

1. Who this applies to

We are based in Australia. This Policy applies to visitors to our websites, to the businesses that use our Services, and to the customers of those businesses whose details we handle on their behalf.

2. Two ways we handle information

2.1 Information about you

When you visit our website, book a call, ask for a Free 3R check or become a client, we handle your information for our own business.

2.2 Information we handle for our clients

When a business uses our Services, we also handle the details of that business's customers and callers, such as names, phone numbers, email addresses, call recordings and messages. We do this on the business's behalf and only to provide the Services to them. The business is responsible for collecting those details lawfully and for telling its customers how they are used.

3. What we collect

3.1 Information you give us

Your name, business name, phone number, email address, business address, billing details, marketing preferences and anything you send us through forms, bookings, chat, email or calls.

3.2 Business information for your audit and package

Public information about your business, such as your Google Business Profile, your reviews, your website and where you appear in local search results.

3.3 Calls and messages

When the AI Receptionist or the Smart Website handles a call or chat, we collect the caller's phone number, the recording or chat, a written summary and any details they give, such as their name and what they need. Callers are told that calls are recorded.

3.4 Text messages

If you agree to receive text messages, we collect your number, the messages, delivery records and your opt-in and opt-out records. You can opt out at any time by replying STOP.

3.5 Technical information

When you use our websites, our systems collect technical details such as your IP address, browser, device, the page that referred you and how you use the site.

3.6 Payments

Payments are handled by a third-party payment processor. We receive transaction details, but we do not store full card numbers.

3.7 Children

Our Services are for businesses and adults. We do not knowingly collect personal information from children.

4. How we use it

• To provide the Services, including review requests, replies, social posts, Google profile work, websites, messages, bookings and the AI Receptionist.
• To prepare your Free 3R check and Growth Scorecard.
• To send you service messages, such as confirmations, receipts and account updates.
• To send you marketing, only if you have agreed, with a way to unsubscribe in every message.
• To process payments and prevent fraud.
• To improve the Services and fix problems.
• To meet our legal obligations.

5. Messages to your customers

Messages we send to a client's customers go out in the client's business name, with a way to unsubscribe. We comply with the Spam Act 2003 (Cth), only send messages where there is consent, and stop contacting anyone who unsubscribes. Review requests go to every customer in the same way. We do not filter out unhappy customers.

6. AI and automated tools

We use AI tools to answer calls and chats, write summaries, draft review replies and prepare reports. These tools only use the information needed for the task. We do not use your customers' details to train AI models for anyone else.

7. Cookies

Our websites use cookies and similar tools to remember your preferences and understand how the site is used. You can set your browser to refuse cookies. Some parts of the site may not work properly if you do.

8. Who we share it with

• Service providers who help us run the Services, such as hosting, customer management, phone and text message carriers, AI providers, analytics and payment processors.
• Google and social media platforms, when we manage your profile, reviews or posts for you.
• Authorities, when the law requires it.
• A buyer or successor, if our business is sold or restructured.

We do not sell personal information, including phone numbers.

9. Information sent overseas

Some of our service providers store or process information outside Australia, including in the United States. Before we send personal information overseas, we take reasonable steps to make sure it is handled in line with the Australian Privacy Principles.

10. How long we keep it

• Account information: while you are a client and for up to seven years after.
• Transaction records: at least seven years, for tax and financial reasons.
• Call recordings, chat records and text message logs: twelve months.
• Support emails and messages: three years after the matter is resolved.
• Analytics: kept only in combined or de-identified form.

When a client leaves, we give them their customer list and then delete or de-identify the customer details we hold for them, unless the law requires us to keep them.

11. Keeping it safe

We use sensible technical and practical safeguards, including encryption, to protect personal information from loss, misuse and unauthorised access.

12. Data breaches

If a data breach is likely to cause serious harm, we will tell the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

13. Seeing and correcting your information

You can ask for a copy of the personal information we hold about you, or ask us to correct it. Email [email protected]. We may need to confirm who you are first. If you are a customer of one of our clients, you can also ask that business directly.

14. Complaints

If you think we have mishandled your personal information, please email [email protected] and we will look into it and reply within a reasonable time. If you are not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

15. Dealing with us without giving your name

Where it is lawful and practical, you can deal with us without giving your name. In most cases, though, we need your contact details to help you.

16. Changes to this Policy

We may update this Policy from time to time. We will post the new version here with a new effective date.

17. Contact us

• OfficeStaff AI Pty Ltd
• ABN 12 695 104 155
• Surfers Paradise, Queensland, Australia
• Email: [email protected]
• Phone: +61 2 8403 2818